Crown Crest VIP Travel

Customer Privacy Policy

Effective and last updated: 13 November 2026

1. Information we collect

Depending on your enquiry and the channel you use, we collect your name, telephone or WhatsApp number, email address, preferred contact method and the details you choose to provide in forms, messages or conversations. Facebook and Instagram lead forms may supply contact details you choose to submit, including prefilled details and your answers to the form questions.

Travel information can include your service type, pickup and destination addresses, intermediate stops, journey dates and times, return arrangements, passenger numbers, luggage, airline and flight number, planned waiting, vehicle requirements and preferences. For photography or videography enquiries, we may also collect event location, date, time, event type and coverage duration. We retain related correspondence, quotations, responses, booking references and arrangements. If a booking proceeds, invoice and payment-record information may also be held.

Only provide information needed for your enquiry. Please do not send passwords, full payment-card details or identity documents through an ordinary enquiry form. If booking for other people, ensure you have authority to share their details and tell them about this policy. You may describe practical assistance requirements without sending a detailed medical history.

2. How we use your information

We use enquiry information to respond to you, check availability and service suitability, review routes and timing, prepare and explain quotations, arrange bookings and agreed services, communicate changes, and follow up about your enquiry or quotation. We also use relevant records to handle questions, complaints and disputes, maintain business and accounting records, and protect the service against misuse.

We may contact you by email, telephone or WhatsApp in connection with the enquiry you submitted, taking account of your preferred contact method. Submitting an enquiry does not subscribe you to an automated marketing mailing list. You can ask us to stop enquiry follow-up; we may still need to communicate about an existing booking or a privacy request.

3. Where information is held and who receives it

• Website and reservation records: website submissions are stored in our Cloudflare-hosted reservation database through our OpenAI Sites hosting infrastructure. Enquiry details are available in the private administrator dashboard. Website notifications are sent through Zoho Mail to our reservations mailbox, with an acknowledgement to the email address supplied. Quotations and booking confirmations may also be delivered through this email service.
• Communication channels: enquiries made through Facebook, Instagram, WhatsApp, telephone or email are handled through the relevant service and our business correspondence. Relevant details may be entered into our booking records to prepare your service. Meta and the other communication providers also process information under their own terms and privacy policies; this policy describes Crown Crest’s handling of the information we receive.
• Route planning: when we use Google Maps, Places or Routes tools to look up locations and estimate a journey, location search text, pickup, destination, stops and relevant timing details are sent to Google. The route-calculation requests do not need your name, telephone number or email address.
• Operations planning: when the business Google Calendar connection is used, relevant confirmed booking details, such as customer name, reference, service, locations and scheduled times, can be placed in our operations calendar. This connection is described separately in the Calendar Privacy Policy.
• People arranging or delivering your service: relevant details may be shared with the chauffeur or service operator assigned to your booking, including a subcontracted operator where one is arranged. For website requests that include photography or videography, we email our media coordinator the request reference, requested media service, event type, location, date, time and coverage duration to check availability. This availability alert does not include your contact details, quotation prices or private customer notes. This is limited to information needed to coordinate and deliver the service, such as passenger contact, pickup, itinerary and timing.

Our enquiry information is used for these service and business purposes, not sold as a contact list or supplied to unrelated businesses for their own marketing. We may disclose relevant information where required by law or where necessary to address fraud, safety issues or a dispute. Our hosting, email, mapping and communication providers may process information outside Trinidad and Tobago.

If you choose to use our separately hosted client portal, account and retainer details are also processed through that portal and its authentication and database provider, Supabase. Signing in is not required to read this policy or submit an ordinary website reservation enquiry.

4. Website analytics and device information

Selected public pages offer optional Google Analytics. Our website loads the analytics tag only after you accept analytics. When enabled, Google receives public page views, scroll activity and technical information such as browser, device and network information, and may derive an approximate location. Our tag excludes administrator, client portal and quotation pages and does not send enquiry form entries or account details. Advertising personalization signals are disabled in our analytics configuration.

Your analytics choice is saved in your browser’s local storage for up to 180 days. You can change it using Analytics preferences in the footer of pages that offer analytics. Declining does not prevent an enquiry or booking request. Withdrawing consent stops further website analytics and clears the website’s analytics cookies; it does not itself erase information previously received by Google. Hosting and communication providers may also process technical request information to deliver and protect their services.

5. Security

The website uses HTTPS. Access to customer reservation records and administrator tools requires a signed-in account that is authorized by our server-side access controls. Private dashboard responses are marked not to be cached. These measures help restrict access; they do not make internet transmission, email, messaging or storage completely secure. Please keep booking links and account credentials private and contact us if you believe information has been disclosed to the wrong person.

6. Retention

Our reservation system currently has no automatic deletion schedule for enquiry, quotation and booking history. Completing or archiving a request does not erase its underlying records. Correspondence can also remain in our business email or messaging accounts, and confirmed service details may remain in the operations calendar. Retention therefore does not end automatically when a journey is completed or an enquiry is closed.

We assess removal requests individually, taking account of the enquiry’s status, existing bookings, accounting needs, disputes and applicable record-keeping requirements. Some confirmed booking and financial history is deliberately protected against direct editing or deletion; a request may require a correction record, restricted retention or a technical review instead of immediate erasure. Copies held by communication or hosting providers are also subject to their retention processes. We do not promise a fixed deletion deadline or automatic removal from every provider’s systems.

7. Access, corrections, deletion and contact preferences

Email reservations@myviptt.com to request access to the customer information we hold about you, correction of inaccurate information, deletion of information, or an end to enquiry follow-up. Include enough information to locate the enquiry, such as your name, the contact details used and a booking or quotation reference if available. Do not include unnecessary sensitive documents.

We may ask for reasonable verification before releasing or changing information to protect it from unauthorized access. We will review your request and explain the action taken or any reason we need to retain particular records. We cannot change or delete information that Meta, Google or another provider holds independently; you can also contact that provider directly.

8. Other policies and changes

This customer policy is separate from our Calendar Privacy Policy, which remains available for the business calendar connection. Third-party services have their own privacy policies, including Meta, WhatsApp, Google and Zoho.

We will update this page when our customer information practices change and show the revised date above.